Airline Ticket – Domestic and International

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Note: Even if you are not required to present a receipt, you must detail each item of expense on the Travel Expense Voucher, Travel Expense Envelope, or blank sheet of paper.

What is the allowable level of expense?

Lowest available non-refundable economy.

Airfare costs in excess of the lowest available non-refundable economy discount airfare or First or Business Class are allowable only when approved in advance by the respective Dean, Vice President or the Provost.

International travel funded by federal funds must comply with the Fly America Act (See 41 CFR 10.131-10.143) which generally requires use of a U.S. Flag carrier.

How do I make my travel arrangements?

U of C Preferred Travel Agencies

How do I pay for the travel expense?

Corporate credit card, personal credit card, or cash

What level of audit will my Account Reviewer provide?

The expense does not exceed budget limitations

The expense is appropriate for the account

Documentation and expense amount complies with University policy and each unit’s specific restrictions

Advance approval documentation must be provided for ALL First or Business Class travel. For expenses to be accounted for as an allowable expense, the approval documentation must state that a lower airfare would have:

Required circuitous routing

Required travel during unreasonable hours

Excessively prolonged travel

Greatly increased flight duration

Increased costs that would have offset transportation savings, or Inadequately addressed the medical needs of the traveler.

Costs not documented as allowable must be charged to sub account 9912 and MAY NOT be charged to federal awards.

Compliance with Fly America Act for international travel on federal awards.

What documentation do I need to be reimbursed?

Passenger receipt if flight expense is $75 or more.

First or Business Class travel requires documented pre-approval following the hierarchy demonstrated below:

President must be approved by the Chairman of the Board of Trustees.

Provost must be approved by the President or Chief Financial Officer.

Chief Financial Officer must be approved by the President.

Deans must be approved by the Provost.

Officers must be approved by either the Chief Financial Officer, Provost or President.

First or Business Class travel for all other staff or faculty requires documented approval in advance by their respective Dean, Vice President, or the Provost.